TENDER SPECIFICATION FOR THE PROCUREMENT OF
Exhibition design and build services for the Dinas Emrys-Princes of Gwynedd project in Canolfan Hebog (Beddgelert Tourist Information Office)
Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
1 Introduction 1.4 A partnership of Conwy County Borough Council, Gwynedd Council, Snowdonia National Park and the National Trust, 1.1 Cadw has been successful with a bid for a pan-Wales £19 working in conjunction with other heritage bodies in North million Heritage Tourism project, which is funded through the West Wales, has been formed to deliver a regional approach European Regional Development Fund Convergence to the development and promotion of North West Wales’ Operational programme 2007 - 2013. The partnership wishes unique heritage, in response to tourism and heritage to provide a co-ordinated response to this initiative by strategies for the region. developing and promoting the region’s heritage; improving access (physical and intellectual) to heritage sites; using well 1.5 This partnership has won the Heritage Tourism Project tender known tourist attractions as gateways to signpost lesser for Castles and Princes (Princes of Gwynedd) theme. Conwy known heritage sites and providing a joined-up approach to is the lead partner. marketing and promotion. 1.6 A further bid has been submitted for funding under a number 1.2 Cadw will be working with communities, heritage partners and of other historic themes. Gwynedd Council will lead on these the tourism sector across Wales to improve the visitor under a partnership agreement with other project partners. experience and provide a more integrated range of heritage This other project (Our Heritage / Ein Treftadaeth) will tourism activities by, for example, developing heritage tours, implement the following themes: trails and events packages. The intention is to connect Origins, Prehistory individual heritage sites with other heritage attractions and Roman conquest / settlement with the local community and the surrounding area, as well as to link to broader interpretive stories and themes. Spiritual and inspirational landscapes Wales: the first industrial nation 1.3 The project aims include: Edwardian Castles of North Wales improving physical and intellectual access to heritage sites to attract a wider range of visitors marketing, promotion, referrals and product packages 2 The Princes of Gwynedd project: background using iconic sites as gateways to other ‘hub’ attractions for 2.1 In response to Cadw’s Heritage Tourism Project a strategy regional heritage attraction development was commissioned. The following points are from this strategy conserving, as well as undertaking access and safety and are a guideline. improvements at sites developing and implementing pan-Wales heritage 2.2 The project will provide an integrated approach to the interpretation themes and stories. provision of interpretation across Gwynedd and Conwy
- 2 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
including the Snowdonia National Park to reveal and enhance The geographic clusters proposed are: - the story of the Princes of Gwynedd and encourage Conwy exploration of the cultural landscape. Menai Snowdon 2.3 The focus and actions are based on recommendations within Llyn y Bala the strategy, which identifies clusters of sites in localised Betws y Coed areas, grouped around key gateways providing links to other Harlech visitor attractions and thus added value in terms of economic Meirionydd and social benefits. 2.6 This project will implement the Princes of Gwynedd theme 2.4 The interpretation proposed will create overarching and linking within each of the identified clusters, including enhancement provision at strategic / overarching level, at cluster / regional of four gateway sites at Conwy, Caernarfon, Criccieth, Betws level and at site specific level. y Coed and at a number of associated cluster sites plus site specific interpretation at Dinas Emrys and sites in and around 2.5 The concept is for a series of geographical ‘clusters’ that are the Conwy Valley. accessed both virtually and through physical ‘gateways’. The key proposals that form the basis of the Interpretation Strategy are as follows: 3 The Princes of Gwynedd project: partnership outputs Sites will be grouped in clusters around a key gateway 3.1 The main aims of the project will be to: site (or several gateways if appropriate) Create gateway and hub exhibitions at Caernarfon, Cluster groups will contain a mix of sites across more than Conwy, Betws-y-Coed tourist information centres and one theme Criccieth castle Clusters are formed from within easy to reach geographic Design and develop an interactive digital map areas Design and develop digital downloads and applications Scenic routes will be promoted within and between Develop an appropriate micro website clusters to provide landscape context Deliver brand guidelines / logo Gateway sites will be established to provide orientation Deliver signage and branded entry/marker icons points for sites within the cluster Deliver a minimum of 5 community projects Gateway sites provide a range of media (maps, pod-casts Deliver coaching and business development sessions etc.) for use at cluster sites Produce leaflets / guides on the Princes of Gwynedd
- 3 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
Use marketing and promotion material to raise awareness Site leaflets and encourage visitors. Self-guided and guided tours Volunteer guide recruitment and training 4 The Princes of Gwynedd project: National Trust Interior and exterior interpretation elements Signage Physical access improvements; e.g. to footpaths, 4.1 The National Trust intends to invest further money and interpretation and parking areas. The access to the resources beyond that entailed in the Princes of Gwynedd information- and view-points will be fully DDA compliant. partnership agreement. This wider, NT intention is referred to internally, and hereafter, as the Dinas Emrys/Princes of 4.5 It is intended that at least one further information point at Gwynedd project (DEPoG). Beddgelert will also include interpretation relating to the Princes of Gwynedd and the wider cultural and historical 4.2 The aims of DEPoG are to: landscape context of Beddgelert and Nantgwynant by way of: develop interpretation to engage locals and visitors with, The Princes of Gwynedd leaflets and educate them about, the story of the Princes of The Princes of Gwynedd guidebook Gwynedd on the site of Dinas Emrys and in the wider Bespoke interpretation landscape. Signposting and orientation showcase and interpret the work of the NT in the Self-guided and guided walks Snowdonia and Llŷn area.
4.3 DEPoG was, originally, primarily a Visitor Experience / Interpretation project but has been expanded to include the 5 DEPoG interpretative outputs recruitment and training of volunteer guides. The National 5.1 The focus throughout will be on the theme and story of the Trust internal key performance indicators (KPIs) of Visitor Princes of Gwynedd but all interpretation will also consider Enjoyment and Volunteer Recommendation are recognised as and communicate the wider cultural, social, environmental priorities for the project going forward. and historic context.
4.4 As part of the Princes of Gwynedd partnership agreement, the 5.2 The DEPoG project team is keen that any and all outputs are National Trust intends to create site-specific interpretation at robust, fit-for-purpose, simple yet creative and adaptable. Dinas Emrys/NT Craflwyn. This will include: Welcome and orientation on site 5.3 The DEPoG project team advocates the use of alternative and Site specific exhibition development creative forms and media of interpretation, and to reduce the
- 4 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
use and reliance on traditional ‘flatmatter’ (i.e. interpretation Brand and publicity guidelines for Cadw, WEFO, NT and panels). Where possible and feasible, the interpretative Princes of Gwynedd (included in tender pack) messages and themes will be delivered through artistic commissions in the landscape. It is also expected that the supplier will be familiar with the main recommendations and outline content of: 5.4 The interpretative outputs will include: Interpretive Strategy and Action Plan for Gwynedd, A mini exhibition in Beddgelert TIC. Conwy and The Snowdonia National Park (2010) An information hub at NT Craflwyn. Dinas Emrys and Nant Gwynant: an account of the A map of the area, showing recommended walking and historical, natural and cultural landscape (National Trust cycling routes. 2013) Holistic, landscape/area-wide signage and way-marking. Both documents will be made available to the successful Interpretative art/artistic interpretation which engage tenderer on award of the commission. public interest and activity, and communicate the significance and stories of the wider Beddgelert- Nantgwynant cultural, social, environmental and historic 7 Purpose of this commission landscape. A video-documentary re: the archaeological consolidation 7.1 To design and build a mini exhibition, relating to the Princes of work of the 12th century stone tower on Dinas Emrys. Gwynedd and their legacy, within the Tourist Information A video-documentary/audio-visual experience relating the Centre in Beddgelert (Canolfan Hebog). wider cultural and mythological landscape of Beddgelert- Nantgwynant. 7.2 Please note that all research, content development, copy- editing and translation is being produced and / or procured separately by the National Trust.
6 Policy context 6.1 The supplier will be expected to take account of the following 8 The aims of the exhibition documents while undertaking the commission: 8.1 To introduce visitors to the historic theme of the Princes of Cadw Interpretation Plan for the Princes of Gwynedd Gwynedd and encourage them to (2010) (http://cadw.wales.gov.uk/docs/cadw/publications/Interppl explore the princes’ legacy in the landscape surrounding anPrincesGwynedd_EN.pdf) Beddgelert. ‘follow the story’ from Beddgelert to other heritage sites associated with the Princes of Gwynedd and, potentially,
- 5 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
to the other historical themes of the wider Our Heritage / 9.4 A significant, if minority, proportion of visitors to the locality Ein Treftadaeth project. are walkers: for example, 3 miles east of Beddgelert is the beginning of the Watkin path – one of the most popular paths up to Snowdon with approx 80,000 walkers traversing the 9 Audiences path annually. 9.1 Both the Interpretive Strategy and Action Plan for Gwynedd, Conwy and The Snowdonia National Park (2010) and the Cadw Interpretation Plan for the Princes of Gwynedd refer to the likely audiences. 10 The scope of the exhibition 10.1 A series of mini exhibitions has been produced for the Princes 9.2 A visitor survey conducted by Gwynedd Council in August – of Gwynedd hubs at the Tourist Information Centres at September 2011 at Conwy, Caernarfon, Criccieth, Beddgelert Conwy, Cricieth and Betws y Coed. The mini exhibition at and Harlech identified the following:- Beddgelert will be consistent with the graphic approach of The majority of visitors are from England, with a high these other sites; i.e. use the same or similar graphic percentage of overseas visitors at Conwy and Caernarfon. templates and maps. These will be made available to the The majority of visitors are staying as part of a holiday or exhibition designer. short break with a high percentage of first time visits. Caernarfon has a high percentage of repeat visits. All 10.2 The available space in Canolfan Hebog is ca 1.5 x 4.5 sq m. locations attract mainly families and couples and the age There is a power supply and both natural and artificial lighting. spread is even. Visitors were asked which of the messages within the 10.3 The exhibition at Beddgelert will integrate with the content and Cadw interpretation plan they associated with the Princes approach of the other TIC exhibitions as much as possible, of Gwynedd. Most of them associated the Princes with while exploring alternative and/or complementary themes the message ‘The Welsh Princes of Gwynedd fought for relating to the princes. Wales against the English Crown.’ In Conwy, 49% of visitors surveyed had no knowledge of 10.4 In line with the landscape perspective of the National Trust’s the Princes of Gwynedd. DEPoG project, the exhibition will also include: what laid the foundations of the medieval kingdom of the 9.3 Regarding visitors to Beddgelert, it is estimated that some princes, and 500,000 visitors pass through the village annually. Some the legacy of the Princes of Gwynedd, including how it 80,000 visit the Tourist Information Centre, Canolfan Hebog. can be seen and experienced today in the cultural and natural landscape of Beddgelert and its surroundings.
- 6 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
10.5 All copy will be provided in both English and Welsh, and 11.2 A video-documentary about the current archaeological provision for this must be considered within the design of the conservation work on Dinas Emrys is also being produced by exhibition elements. the National Trust.
10.6 The Brand Guidelines of WEFO, Cadw, the partnership and 11.3 A additional number of interpretative outputs have already the National Trust must be followed in the design and layout been, or are currently being, developed for the other hub of the exhibition. It is the responsibility of the exhibition exhibitions. These include: designer to ensure, from the outset of the commission, that A PoG website and downloads / apps they procure and use the correct logos and layouts in all A guidebook, featuring X itineraries. exhibition materials. Recordings of specially-commissioned medieval-style music, and of contemporary praise poems in medieval 10.7 The exhibition must be designed so that any fittings must be Welsh, modern Welsh and English. adaptable to allow for possible re-location, and consideration Photographic and other images relating to the Princes of must be given as to how elements could also function Gwynedd and associated heritage sites. coherently as smaller / modular component groups, should Promotional video(s) for the PoG project the exhibition need to be split among more than one host venue. 11.4 These outputs will be available to the designer for use in the 10.8 The expected lifetime of the project (specified in the grant exhibition. Critical to include within the exhibition are: conditions as June 2020) highlights the need for ‘future Interpretative text, provided by the client proofing’, i.e. considering ways to ensure the exhibition is still Means of accessing and displaying the content of the ‘fit for purpose’ and functioning in June 2020. The exhibition Princes of Gwynedd website and other PoG interpretative designer must take account of this, particularly in the choice of outputs electronic media and other interpretative materials as well as Display holders for PoG leaflets and guidebooks the provision of back-up equipment and spare parts Means of selecting and viewing the videos
11.5 Please note copyright and authorship of the exhibition design 11 Content of the exhibition and content (apart from where copyright is held elsewhere/by 11.1 All research, content development, copy-editing and another party) will transfer to the client upon payment. translation is being produced and / or procured separately by the National Trust.
- 7 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
12 Process presenting audio and visual material, and alignment of 12.1 This is a partnership project, and the Exhibition Designer may interpretation panels. be required to liaise with other project partners, in particular the exhibition hosts the SNPA, on an ad hoc basis. 13 Budget 12.2 The complex partnership nature of this EU-funded project also 13.1 The available budget for the exhibition design and fit-out is requires that, at key stages, approval must be sought and £12,000, excluding VAT. This includes graphic design, supply gained from the project sponsor (Cadw) and funding body and installation of all exhibition materials and equipment, (WEFO). A framework for this will be agreed at the outset of licensing and / or reproduction fees, and expenses. the commission.
12.3 A start-up meeting will be organised in the week following appointment. In this meeting the main exhibition components 14 Timescale of the commission will be discussed and agreed, as well as the meeting and 14.1 The successful tenderer will be expected to start on or as approval schedule. soon as possible after 25 February 2013.
12.4 Due to the tight timescale of this project, it is imperative that 14.2 Design and development will take place March to April 2013. the exhibition designer is both willing and able to work closely and collaboratively with the client team, in particular the 14.3 Installation should be no later than 2nd week in May (before project lead, to achieve quick turnaround times in Whitsun) amendments to design and build layouts.
12.5 By the time the exhibition designer is appointed, it is intended that the outline content – including main themes and subject 15 Appointment and payment areas – of the exhibition will have been defined. 15.1 The successful tenderer will be informed as soon as possible after 20th February. 12.6 While the client team begins work on generating the interpretative copy, the designers will draw-up an outline 15.2 Appointment will be made through raising a Purchase Order. scheme design showing how the interpretative components can be incorporated and disseminated within the allocated 15.3 Fees will be paid in 3 stages: space in Canolfan Hebog. This outline design should a range 30% on approval of exhibition plan of costed options and layouts re: media / equipment for 40% on completion of graphic design and build
- 8 - 07 February 2013 Dinas Emrys/Princes of Gwynedd Project TENDER SPECIFICATION
30% on installation 17 Evaluation of tender 17.1 Please see the document 16 What is required in your tender 130202_TenderAppraisal_CH_ExD&B.doc for the selection criteria and their respective weighting. Each criterion will be 16.1 A completed and signed Tender Submission document marked within a scale 1 – 5 and weighted (e.g. x2) according (130202_TenderSubmission_CH_ExD&B.doc), which is to their importance. supported by examples of your work that are relevant to this
commission.
16.2 You are strongly advised to take account of the evaluation criteria (see 130202_TenderAppraisal_CH_ExD&B.doc) in your submission.
16.3 A completed Cost Schedule (130202_CostSchedule_CH_ExD&B.xls) detailing prices for the following: Production of schematic exhibition layout Graphic design Production and build Installation Project management Travel Subsistence Other expenses
16.4 Please note that no other costs will be allowed other than those stated in your tender submission.
16.5 Please also note that the successful tenderer will be required to provide details of turnover, and profit/loss in the last two years (where applicable) before the commission is awarded.
- 9 - 07 February 2013